Aqua Medical Spa has been in operation since 2005 with four locations, London, Toronto, Barbados, and Guyana.
Aqua Medical Spa strives to provide the most innovative and effective treatments in non-surgical cosmetic, and aesthetic medicine. Our commitment is to provide the most up-to-date procedures and treatments supported by the latest in medical and cosmetic research. Aqua Medical Spa offers premium Medical Cosmetic services in a professional yet comfortable and attentive environment. These procedures and treatments are carefully chosen to provide the best therapeutic outcome for our clientele with safety and effectiveness being paramount considerations.
Our team consists of dynamic and outgoing personalities. We love working with people, we are full of positive energy and we work together to build a memorable experience for our patients. If this sounds like you, we would love to have you join us!
Job Summary
We are seeking a detail-oriented and proactive Office/Clinical Assistant to join our team. The ideal candidate will play a crucial role in ensuring the smooth operation of our office by managing administrative tasks, performing treatments, providing excellent customer support, and maintaining organized records. This position is essential for supporting both our front desk operations, clinical operations and overall office efficiency.
Previous experience in an administrative role, preferably within a dental or medical office setting.
Proficiency in computer skills, including Microsoft Office Suite and QuickBooks.
Strong organizational skills with the ability to manage multiple tasks efficiently.
Excellent typing skills with attention to detail for accurate data entry.
Able to work in a fast-paced team environment, follow direction, and to work independently
Ability to communicate clearly and effectively with clients and team members.
Clinical Support
Assist with Physician treatments and perform clinical treatments including Microdermabrasion, Chemical Peel, Laser Hair Removal, Intense Pulsed Light, Skin
Analysis, Product Consultation (Training will be provided) as required
Selling, up selling and educating patients on all products and services particular to their skin conditions and concerns. Provide new and relevant strategies to increase office sales.
Provide exceptional customer service and assist patients with queries and concerns
Reception/Office Support
Greet all incoming visitors, announce arrivals, connect them with the appropriate party, and maintain a tidy and presentable reception area;
Answer and direct incoming calls in a timely manner; arrange incoming and outgoing mail and courier packages;
Creating invoices and receiving payments, filing and management of patient charts,
Scheduling appointments, answering and returning calls, perform retention calls
Access to a vehicle and deliver bank deposits (if necessary)
Maintain meeting room calendars and schedule meetings;
Ensure set up and clean up before and after meetings; ordering and serving of food and refreshments at meetings;
Track office inventory and ensure regular and timely orders are made for office supplies;
Maintain the kitchen area, ordering of supplies, load and unload the dishwasher, and ensure a clean, neat and tidy area;
Other duties, as assigned.
Administrative Support
Provide clerical and administrative support including photocopying, preparing documents (Word, Excel, Power Point), monthly expense reports, and preparing reports for corporate credit cards;
Manage calendars and schedule meetings;
Complete registrations for conferences and organize conference dinners;
Prepare agendas for team meetings; assemble, photocopy and distribute weekly meeting materials; print and bind presentations for meetings;
Book travel and accommodations, coordinate cancellations, schedule out-of-town meetings, prepare and maintain travel itineraries as required
Other duties, as assigned.